Mainsail Ltd Privacy Notice

This Privacy Notice applies to personal data processing under MAiNSAiL Ltd and/or any of the following brands within MAiNSAiL Ltd. Each ‘brand’ may have a supplemental privacy notice which provides additional information regarding brand specific personal data processing and is provided at the point of data collection and should be read in conjunction with this Mainsail Ltd Privacy Notice. Brands include:

• The Hive Network

• RetailJam

• CMX

• FOF

MAiNSAiL Ltd (herein ‘we’ or ‘us’ or ‘our’) gathers and processes personal information in accordance with this privacy notice, and any supplemental privacy notices, and in compliance with the relevant United Kingdom data protection laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why, and when we process your personal data.

MAiNSAiL Ltd’s registered office is at 52 High Street, Pinner, Middlesex, HA5 5PW and we are a company registered in England and Wales under company number 09545849. We are registered on the Information Commissioner’s Office Register; registration number ZB304956, and act as the data controller when processing your personal data. We have an Appointed Person, Stephen Dodds, with responsibility for the oversight and of, and compliance with, data protection law, and they can be contacted by post at The Hive Network, Warnford Court, 29 Throgmorton Street, London, EC2N 2AT, or via email using dataprivacy@thehive-network.com, or by phone using +44 (0) 20 3948 1623 and asking for Stephen Dodds, our Appointed Person.

Information that we collect

We process your personal information to meet our legal, statutory, and contractual obligations, and to provide you with our products and services, or when you are applying to us about employment. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice or a brand specific supplementary notice.

The personal data that we may collect and process, include and may not be limited to:

• Identity Details: Name, date of birth, user IDs, IP addresses, and cookie identifiers.
• Contact Details: Email address, phone number, and postal address.
• Demographic Details: Job title, industry sector, company information, and preferences.
• Transactional Details: Purchase history, registration details, and payment information.
• Online Activity Details: Pages visited, interactions with marketing emails, and cookie usage.
• Employment Details: CVs, job applications, and interview notes.
• Permission Details: Marketing preferences and consent records.

We collect information in the following ways:

Via online enquiry forms on our website, via emailed enquiries, career applications, general correspondence, via telephone enquiries, and via use of our Apps, etc.

Purposes of Processing

We use your personal data for the following purposes:

• Service Provision: Enabling app functionality, processing transactions, and delivering services such as event registrations, subscriptions, and newsletters.
• Marketing: Sending tailored email campaigns, promotional materials, and event invitations based on your preferences.
• User Interaction: Supporting networking features within apps, such as messaging and user connections.
• Analytics: Understanding user behaviour, improving products and services, and personalising your experience.
• Legal Compliance: Meeting legal and regulatory obligations, including tax filings and responding to lawful requests.

Example: For event registrations, we collect dietary and accessibility preferences to ensure a seamless experience and share this information with venues as necessary.

How we use your personal data

We take your data privacy very seriously and will never disclose, share, or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.

We collect and store your personal data when responding to your enquiry via our website, through social media, applications, the telephone or in person.

• We collect and store your personal data in providing our products and/or services and when responding to enquiries relating to these.

• • This includes processing your personal data within any App to which you will have subscribed and use.
  • This may include processing personal data within the App in communications between other members of that App.

• Legitimate Interests: For personalising content, improving services, conducting surveys, and ensuring security.

• We collect and store your personal data as part of fulfilling a contract with you

• We collect and store your personal data as part of our legal obligation for business accounting and taxation purposes.

• We may occasionally send you marketing information where we have assessed that it is beneficial to you as a client and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests, you can opt out at any time by contacting us dataprivacy@thehive-network.com

• Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

We manage your consent preferences through:

• Granting Consent: Obtained via opt-in mechanisms for marketing, cookies, and sensitive data collection.
• Withdrawing Consent: Options include:
  • “Unsubscribe” links in emails.
  • Cookie management tools on our website.
  • Direct contact at [insert contact details].

We regularly conduct data flows and a data inventory or data audit which looks at all aspects of the personal data that we process, including the legal basis for processing and any special requirements that the data needs.  Any risk assessments (DPIAs) requirements are identified and completed paying particular attention to privacy risks associated with each processing activity: storage, collection, transmission, access and deletion.

We regularly complete Legitimate Interest Assessments to ensure that our marketing activities are considered, appropriate and are in accordance with all relevant legislation.

We will never knowingly collect data from or on children below 13 years old.

Marketing Communications

We send marketing communications only with your consent or under a legitimate interest. You can opt-out via:

• “Unsubscribe” links in emails.
• Updating preferences in your account settings.
• Contact us directly at dataprivacy@thehive-network.com

Your rights: 

GDPR provides the following rights for individuals:

Data Subject Access Requests

You have the right to access any personal information that we process about you and to request information about:

• What personal data we hold about you.

• The purposes of the processing.

• The categories of personal data concerned.

• The recipients to whom the personal data has/will be disclosed.

• How long we intend to store your personal data for.

• Where we did not collect the data directly from you, information about the source of that data.

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.  We will respond to your request within one month of receiving a request and will provide your personal data if we are able to.  If your request is more complex this may be extended for a further two months, but we will inform you if we need this extra time.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent other than for the purposes specified in this notice or where there is a legal requirement. We use some third parties to provide the services to our business functions that enable us to deliver our services to you.  For example, we share payment details with processors to complete transactions or dietary preferences with venues for event needs.

We share personal data only as necessary and in line with data protection laws.

All third-party processors acting on our behalf only process or access your data in accordance with instructions from us and comply fully with this privacy notice, data protection laws and any other appropriate confidentiality and security measures.

These third parties may include:,

• Service Providers: For IT hosting, app development, and operational support.
• Payment Processors: To securely complete transactions.
• Marketing Platforms: For email campaigns and targeted communications.
• Analytics Providers: To monitor and improve website performance.
• Business Partners and Sponsors: To deliver co-branded services, sponsored content, or event follow-ups (with your consent).
• Legal and Accounting Advisors: To fulfil legal, financial, and compliance obligations.

• Event venue management.
• Virtual event platforms.
• Badge and registration systems.
• Catering and security services.
• Photography/videography.

Where these parties are required to access personal data, they will do so under a legal contract or an agreement known as a Data Processing Agreement, depending upon their status.

When using one of our Apps, as an example: The Hive Network, others who you have permitted to connect with you, may see some or all of your personal data and how much they see, is controlled by you within your profile settings.

Safeguarding Measures

We take your data privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure, or destruction and have several layers of information security measures in place, including but not limited to:

• SSL, TLS, encryptions, pseudonymisation, restricted access, network authentication, firewalls, anti-virus/malware etc.

• Data is encrypted at rest and in transit.

Transfers outside the United Kingdom

Personal data of United Kingdom data subjects is protected by the United Kingdom General Data Protection Regulation (UK GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data.

We do not process personal data outside of the United Kingdom and our application servers are located in the United Kingdom.

International users and subscribers to any of our Apps, may be able to see information relating to another user and that data visibility is controlled by the users directly. Users choose what to share with others.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to us however, as this information is required for us to provide you with our products/services or respond to your enquiries, we will not be able to offer some or all our products/services without it.

Event Data

At our events we may collect the following data:

• Dietary and accessibility requirements and share them with venues to meet your needs.
• Delegate lists (name, job title, company) may be shared with sponsors or speakers, but only with your consent.

Badge Scanning:

• Used for attendance verification, session tracking, or sponsor follow-ups.
• Information shared includes name, job title, company, and contact details.

You can decline badge scanning or opt-out of follow-up communications.

Sponsored Content:

• Before accessing, we will inform you if your data will be shared with a sponsor and provide their privacy policy.

How Long we Keep your Data

We only retain personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Your personal data within the Apps, is retained until such time as you choose to close your account and/or delete your data. It is possible that some limited personal data may be retained after you close your account on an App for a limited period, where required under a specific lawful basis such as, fulfilling a legal obligation, and this will be retained for no longer than is required for that purpose.

• Active Customers: Retained for the duration of the relationship.
• Inactive Customers: Retained for up to 6 years from the last interaction.
• Job Applications: Retained for up to 2 years for unsuccessful candidates.
• Cookies: Retained for a maximum of 13 months.
• Legal Obligations: Retained for durations required by applicable laws.

Data Breaches

We have procedures in place to deal with any suspected personal data breach and will notify you and any supervisory body of a breach if we are legally required to.

Lodging A Complaint

We only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).

To contact MAiNSAiL Ltd

• Data Protection Appointed Person: Stephen Dodds

• Postal contact: The Hive Network, Warnford Court, 29 Throgmorton Street, London, EC2N 2AT

• Telephone: +44 (0) 20 3948 1623

• Email: dataprivacy@thehive-network.com

To contact the Information Commissioner’s Office

• Postal contact: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

• Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

• Fax: 01625 524 510

• Website Complaint Submission: https://ico.org.uk/concerns/handling/

Changes to the Privacy Policy

We will update this policy to reflect changes in legal or business practices. Significant updates will be communicated via email or our website.

Cookies

How we use cookies

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer or terminal device, by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/terminal device so that the next time you visit that site, your device will remember useful information such as items added in a shopping cart, visited pages or logging in options.

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.

Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies at browser level, you may find this affects your ability to use certain parts of our website or services, and the websites of other organisations. For more information about cookies visit https://www.aboutcookies.org

List of Cookies